IDENTIFYING INFORMATION FOR IPV SURVEILLANCE SYSTEM 1.101 Case ID 1.102 Data Source 1.103 Date of First Agency Documentation
Description/Definition A required, unique identification code used by the agency compiling IPV surveillance data. Uses Ensures that entered or accessed records correspond with the proper victim. It also facilitates data linkage for administrative and research purposes. Discussion To protect victim privacy and confidentiality, access to this data element must be limited to authorized personnel. Case ID may be assigned by the agency compiling IPV surveillance data, or it may be an identifier previously assigned by the contributing data source. Case ID may or may not be identical to the identifier created to allow linkage across multiple sources. Data Type (and Field Length) CX – extended composite ID with check digit (20). See Technical Notes. Repetition No. Field Values/Coding Instructions Component 1 is the identifier. Enter the primary identifier used by the facility to identify the victim in Example, when M11 refers to the algorithm used to generate the check digit: Data Standards or Guidelines Health Level 7, Version 2.3 (HL7, 1996). Other References None.
Description/Definition Agency or source from which IPV surveillance information is abstracted. Uses Identifies the agency or organization that supplied data for this victim. It will enable linkage of multiple within-agency contacts for the same victim. Discussion No single agency is likely to collect all of the data elements recommended. As a consequence, it is likely that anyone setting up a surveillance system will need to combine data from a number of sources (e.g., health care records and police records) using a relational database. This will allow information on data elements to be gathered from each data source used. The mechanics of how to set up relational databases are not discussed in this document, but information from the three funded state surveillance pilot projects should provide helpful information for developing such databases. A unique identifier will need to be created to allow for linkage across all data sources included. This identifier may or may not be identical to the data element 1.101 Case ID. Data Type (and Field Length) CE — coded element (60). Repetition No. Field Values/Coding Instructions Code Description Emergency department Other hospital department Other non-hospital health care, including mental health Police/Sheriff/Law enforcement Prosecutor/District attorney Other court-related or criminal justice-related agency Battered women’s shelter/Domestic or family violence program Rape crisis center Telephone hotline for victim services, other than those provided by a battered women’s shelter, domestic or family violence program, or rape crisis center 10 Other victim service agencies 11 Other social service agencies, other than victim service agencies 12 Coroner or medical examiner 13 Vital statistics office within state health department 14 Other agency or data source Sometimes a battered women’s shelter, domestic or family violence program, or rape crisis center also provides telephone hotline services for victims. If such telephone hotlines are the data source, code as 07 or 08. Data Standards or Guidelines None. Other References None.
1.103 DATE OF FIRST AGENCY DOCUMENTATION Description/Definition Date when the agency providing data to the IPV surveillance system first documented IPV victimization for this person. Uses Can be used in conjunction with data element 2.101 Birth date of victim to calculate the victim’s age at the time of first agency documentation of IPV victimization for this person. It can also be used in conjunction with 4.103 Date of agency documentation of most recent violent episode to determine if agency documentation of any IPV victimization preceded agency documentation of most recent violent episode. Discussion It is possible that the victim will have contacts with an agency that precede agency recognition or documentation of IPV victimization or that precede other disclosure of IPV (e.g., women often wait to disclose violence to health care practitioners until they trust and feel comfortable with their providers). This data element reflects the date when the IPV victimization was first documented in the records of the agency providing data to the IPV surveillance system. If documentation of IPV results from routine screening or other disclosure, there may be no specific violent episode related to the date of documentation. If there has been no agency documentation of IPV victimization prior to the most recent violent episode, then this data element will be identical with 4.103 Date of agency documentation of most recent violent episode. Data Type (and Field Length) TS — time stamp (26). Repetition No. Field Values/Coding Instructions See the definition of TS in the Technical Notes at the end of this document. Data Standards or Guidelines None. Other References E1744-95 (ASTM, 1995).
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Page last modified: September 25, 2008